Sharepoint Storage Migration

[cadams10]

Hi

 

I was just wondering if anyone could recommend the best way to move from LAN based shares to Sharepoint cloud storage. We can see pros and cons of Cloud Drive Mapper, Creating SharePoint shortcuts under OneDrive, and Foldr but none completely services all our needs.

 

Can anyone recommend a solution that they and their users are all very happy with?

[jmak]

Well, users won't be happy because.... change.

 

My view is that when changing technology it's often best to embrace the new approach as otherwise you often end up complicating what you had before and compromising the benefits achievable from the new system.

 

Microsoft's recommended approach is too use File Sync/Files on Demand: https://support.microsoft.com/en-us/office/map-a-network-drive-to-a-sharepoint-library-751148de-f579-42f9-bc8c-fcd80ccf0f53

 

Despite the name on the link, what they actually tell you is that the method for mapping a SharePoint library is deprecated from last August.

 

I found that a little user training with emphasis on what they could do that they couldn't do previously, most users actually ended up happy.

[KK20]

Plan. Test. TRAINING. do in Stages. Finalise. That is what we did.

 

You have choices! First you can sanitise your behemoth of stored crap that noone has touched for years or migrate the lot. You can move existing shares to document libraries or you can move departmental shares to departmental libraries etc. Know the limitations, especially if you plan on using something like clouddrivemapper (dont try to use multimedia this way!)

 

What we did:

 

1) I did not sanitise the data. I did not have time nor manpower nor backing of staff to do so. I requested that this was done and would have liked backing but we have what we have.

2) We had 3 major shares so I created 3 document libraries.

3) I migrated a single department using microsoft sharepoint migration. Then locked off the onsite folder for that portion of the share. Tested this for a month.

4) we use cloud drive mapper as a crutch for those who must work with drive letters.

5) Make sure your permissions are sorted beforehand. We dont allow external sharing for any document library but do allow for onedrive (with a maximum 14 day expiry). I have nightmares about people who share root folders externally.

6) train your staff. Manage expectations. Learn to live with the limitations of media going into the cloud. Dont for the love of god try to open that 8gig camcorder file that PE deciced to record of the rugby match last week via CDM.

7) Migrated department by department locking off as I went.

8) enjoy the phrase "this file has been locked for editing" with the knowledge you can do NOTHING about it as an admin. (no you cannot admin release a lock, yes you could onsite.)

9) BACKUP! BACKUP! BACKUP! BACKUP! recycle bin retention is not a backup.

10) it took us 6 months to stop the whining and a year to notice people sending links in emails rather than files.

11) Sync on demand is great unless a user onedrive client is still syncing when they hibernate or log off. Depending on your profiles if a user moves PC then they may lose work if it hasnt synced. Good idea to sort your GPOs out. CDM doesnt have this issue of course as the changes are "live".

 

Monitor your "health" of 365 to make sure you arent being throttled. This has not been an issue for us. Now consider moving documents to onedrive. That was a lot easier.

Edited October 29, 2021 by KK20